Career

OUR MANDATE

Micro-Haem Scientifics and Medical Supplies Limited mandate is supply of high quality pharmaceutical and medical products (consumables and equipment) of latest technology in Uganda and E. Africa; Manufacture Drugs and Medical Devices/Instruments; Operate the Microhaem Medical Equipment Training School (offer training, research, capacity building programmes, establish incubation centre; collaborate with and outsource medical  professionals from related training institutions globally); run curriculum  that meets international standards); and engage in maintenance, servicing and repairing of medical equipment.

Out Vision is: To be eastern Africa’s preferred medical supplies provider.

Currently, we have country offices and warehouses in Kampala, Uganda and Kigali, Rwanda.

We are recruiting suitably qualified individuals with qualification and experience for the following positions:

  1. General Manager (1 Position); Kigali
  2. Warehouse Manager ((1 Position); Kigali
  3. Transport Manager (1 Position); Kigali
  4. Accountant (1 Position); Kigali
  5. Biomedical Engineer (1 Position); Kigali
  6. Pharmacist
  7. Sales and Applications Specialist
  8. Front desk officer
  9. Office administrator

1.  Position:        General Manager

Reports To:    Managing Director

Job Summary: This position heads the office in Rwanda. The job holder will be responsible for making everything work. He/She will make sure clients get their orders in a timely and most cost effective manner.

Specific Duties:

Internal Management

  • Design entire work mandate of the office and ensure all employees do their part.
  • Take leadership in forecasting and managing office operation costs.
  • Negotiating Insurance of contracts.

Financial Management

  • Design Sales strategies and drive it. Ensure realistic targets are set and met, reports written and presented for decision making.
  • Liaise with Accountants to ensure accurate Financial reporting and records management
  • Keep an eye on the taxes. Devise favorable payment strategies
  • Ensure correct costing of items.
  • Correcting audit queries

Logistics and Warehouse

  • Authorizing requisitions for activities that are necessary in releasing goods from customs.
  • Inventory management: Working with the Warehouse Manager to establish reorder levels, warehouse management practices and managing supplier expectations.

Person Specification

  • Proven experience in management, planning and coordination;
  • Master’s degree

 

2.   Position:        Warehouse Manager

Reports To:    General Manager

Job Summary: The purpose of this position is logistical coordination of importing and dispatching of supplies. The job holder will work with Rwanda Revenue Authority, Customs to ensure legal compliance of imports. He/She will also be involved in managing inventory, making forecasts and reorder levels and also be responsible for both storage and making sure are dispatches are done correctly.

Specific Duties:

  • Ensure correct storage of all medical supplies for example by marking and quarantining the warehouse.
  • Create and enforce warehouse access control measures.
  • Liaise with URA customs for accuracy in levies and taxes.
  • Ensure that orders are effectively and sufficiently insured.
  • Monitor cold chain goods while in transit by ensuring effective records captured at all important points.
  • Enforce goods received procedures at the office are strictly observed.
  • Keep Record of all activities for legal purposes.
  • Ensure daily stock takes.
  • Manage dispatches keen on LPOs.
  • Inventory Management. Liaise with accountants to establish reorder levels and make client specific forecasts.
  • Ensure warehouse hygiene is kept at its height.
  • Manage the performance of the Transport Manager

Person Specification

  • Professional qualification in a related disciplines
  • Managerial experience in related field
  • Bachelors degree in related discipline.

 

3.  Position:        Transport Manager

Reports To:    Warehouse Manager

Job Summary: The Transport Manager will be in charge of fleet; ensuring that delivery trucks are scheduled for work, that they are serviced and that drivers are managed well.

Specific Duties:

  • Developing a working schedule of the entire fleet.
  • Manage all drivers by allocating them work.
  • Timely delivery of items.
  • Enforce safety practices.
  • Maintenance schedule of cars.
  • Budget management of the transport costs.
  • Help source equipment according to procurement procedure.

Person Specification

  • Mechanical Engineering degree or related discipline.
  • Experience in Logistics Management and fleet management

 

4.  Position:        Accountant

Reports To:    General Manager

Job Summary: The Accountant will be responsible for managing all records of all financial transactions. He/She is the primary custodian of financial information and will therefore prepare all financial reports.

Specific Responsibilities

  • Be responsible for monitoring internal expenditure.
  • He/she will prepare Inter-company reconciliation reports.
  • Liaise with the warehouse staff to make daily stock monitoring.
  • Accounts receivable and payable reports.
  • The Accountant will carry out duties of a Bank agent.
  • Prepare monthly financial reports.
  • Prepare tax reports.
  • Payroll management.
  • Making statutory remittances timely.

Person Specification

  • Professional Accountant
  • Accounting Degree
  • Experience in a similar Role.

5.  Position: Bio-Medical Engineer                                                                                                   

Reports To: Head Bio- Med Engineer

Job Summary: He/She will be responsible for ensuring effective installations of equipment at the clients’ premises, correct diagnostics of medical spare parts, reports on delivery, service and installation.

Specific Responsibilities

  • Install New Biomedical Equipment
  • Maintenance of Biomedical Equipment.
  • Perform User Trainings of operations and troubleshooting.
  • Improve biomedical equipment performance by studying machine-patient interaction at client’s premises, conferring equipment to users, and collaborating with the manufacturers.
  • Formulate planned preventive maintenance table/calendar for carrying out timely preventive maintenance.
  • Carry out stereo corrective maintenance by guiding the user on phone to solve errors.
  • Prepare service contracts for new clients under the supervision of the head technical.
  • Escalate feedback on the equipment performance to the necessary parties (Technical head).
  • Writing Monthly reports about the respective activities and status of the activities.

 Person Specification

  • Professional qualification and experience in related disciplines
  • Degree in Bio- Medical Engineering or related field.

 

7. Position:        Pharmacist

Reports To:    General Manager

 

Job Summary: The bear of this position will be a licensed Pharmacist who is fully abreast with legal and statutory requirements and obligations of a medical supplies company. He/she will work with the Warehouse Manager in clearing and authorizing imported consignments with RRA timely.      

 

Key responsibilities:

  • Formulate and execute Company policies, procedures and standard operating guidelines for pharmaceuticals business, supervision, distribution and delivery of pharmaceuticals.
  • Control technical applications specialists and support staff responsible for distribution of pharmaceutical goods and services, monitoring and controlling delivery of products to final user, Narcotics and precursors in accordance with professional standards.
  • Review all company operations and procedures and advise management on matters regarding their compliance with national policies, laws and regulations;
  • Inspect all new and relocated premises to ensure compliance with the relevant legislation and institutional guidelines.
  • Assist management in monitoring and controlling Antibiotics, Narcotics and precursor drugs according to the relevant legislation by:
  • Conducting research and preparing reports for the senior management with respect to any new ministry of health regulations
  • Ensure company adherence to procedures relating to Antibiotics and Narcotics and advise management as appropriate
  • Investigate non-compliance of Antibiotics and Narcotic legislation and taking action, where necessary.
  • Monitors and follows up the issuance of permits in respect of the importation and exportation of each batch of medical products being imported or exported.
  • Monitors and witnesses the destruction of unserviceable medical products, expired product, reagents and controls and follows issuance of certification for destruction for same.
  • Inspects products storage areas for adequacy of good condition storage for proper labeling and storage, expiration dates, effective strength, sanitary conditions, and security measures; takes periodic inventories of pharmaceutical supplies; recommend condemnation of obsolete stock; select proper storage for products and chemicals with regard to humidity, permissible storage time, temperature and light sensitivity.
  • Keeps abreast of current trends and practices in pharmaceutical care.
  • Consults with and advises company staff concerning information obtained on products, such as, warnings issued on products, incompatibility of certain products/reagents.
  • Serves as a resource person in seminars, conferences, workshops, clinical environments in the field of   pharmacy, and   represents   the   company   on committees, as may be required.

 

Person Specification

  • Degree in Pharmacy
  • Valid Practicing license

 

Position:        Sales and Applications Specialist

Reports To:    General Manager

 

Job Summary:

To meet sales target and conduct market intelligence.

 

Key Job Activities:

  • Prepare and ensure that weekly sales work plans have been set every Monday before setting off for the field work of that week.
  • Meet established Sales targets- Monthly, Quarterly, annually.
  • Maintain good relationships with the company’s customers through regular phone contact, e-mails or the personal contacts.
  • follow up customer orders to logistics to ensure that timely delivery has been done and for relationship purpose reconfirm with the customer the receiving of the items ordered and the time at which the Company delivered and ensuring apologies on behalf of the Company for any delayed deliveries.
  • Make feasible projections and plans on sales and marketing of company products.
  • Draft contracts for approval and propose payment plans.
  • Make sales and marketing plans and report on these plans.
  • Undertake market research on company products across Rwanda.
  • Prepare training materials and train product end-users.
  • Develop applications SOPS, Checklist for Installation, Training checklist, training materials and conduct end users training
  • Undertake business calls and planned visits to clients.
  • Write detailed bi-weekly, Monthly Reports on all the activities undertaken
  • Attend weekly sales meetings and any other meetings organized by the responsible Managers
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices; participating in professional societies.
  • Maintain records of sales and the other related information and preparing weekly sales achievement reports in volume and sales value per product and ensuring their timely presentation to the Human Resource and MD.
  • Preparing a monthly performance report detailing and demonstrating to the Company’s management how you have performed -including quantification in francs’ amount of any sales achievements by 3rd of each month
  • Provide full assistance to finance and Accounts for debt recovery from their respective clients
  • Carry out application Trainings on products.
  • Perform any other duties as may be directed from time to time by your superiors and will enforce and uphold the Company’s sales and credit policy and other policies at all times

 

Person Specification

  • Professional qualification and experience in related disciplines
  • Degree in Bio- Medical Engineering or related field.
  • Experience with selling medical equipment

 

Position:        Front Desk Officer

Reports To:    Human Resource Manager

 

Job Summary: will carry out receptionist and clerical duties at the front desk of our main entrance. The incumbent will be the “face” of the company for all visitors and will be responsible for the first impression we make; manage the reception desk of the company and provide clerical support to the administration.

 

Key Responsibilities

  • Respond to general telephone, emails and all inquiries.
  • The jobholder will keep the reception area is tidy, attractive and welcoming to clients and visitors, and presentable with all necessary material (pens, forms, paper etc.)
  • Management of petty cash transactions.
  • Answer the incoming telephone calls, take and relay messages, respond to phone inquiries and make calls/and redirect them or keep messages.
  • Receive letters, packages etc. sort out and distribute them
  • Prepare outgoing mail by drafting correspondence, securing parcels etc
  • Check, sort and forward emails.
  • Regularly monitor office supplies and place orders when necessary
  • Type, photocopy, scan and file documents appropriately
  • Receive and take delivery of supplies, including flowers, newspapers and office supplies ensuring the accuracy of the delivery notes.
  • Receive and direct visitors, make and confirm appointments as requested

 

Person Specification

  • Degree in English, Hospitality, Business, IT, Languages, Information science, Secretarial, Administration/Management or any related subjects from a recognized institution
  •  A minimum of one years’ experience in a similar function; Previous clerical, secretarial or commercial work experience is essential.
  • Customer service orientation
  • Proven experience as front desk representative, agent or relevant position

Position: Office Administrator

Reports To: Human Resource Manager

 

Job Summary: Ensure smooth administrative and logistical maintenance of the office.

 

Key Responsibilities:

  • Monthly reconciliation of bank and finance accounts.
  • Ensuring all payments amounts & records are accurate.
  • Preparation of accurate statutory deductions like RSSB, PAYE and VAT.
  • Filing documents in order and maintaining registers to date.
  • Perform the function of a link between front desk and the management
  • Maintain co-ordination & good communication with other departments of the Company
  • Handle a variety of matters including managed care, insurance, collections, operational and customer service issues
  • Monitor office expenses and costs e.g. stationery, utilities, consumables etc.
  • Ensure Security and safety of the work environment
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Write a detailed Monthly report of all activities, action plans and projections for next month.
  • Insurance Policies recorded and maintained
  • Manage Petty cash by making sure transactions are recorded, verified and reconciled.
  • Asset registry well documented, updated and maintained
  • Maintain a record of Office consumables suppliers. Make office supplies available timely.
  • Responses availed in time to visitors, Clients, Suppliers and all inquiries.
  • Security and safety is given priority and the place of work.
  • Submitted monthly reports detailing all activities.

 

Person Specification

  • University Degree with a business bias
  • Three years’ experience in a similar role; added advantage if in a similar organization

How to apply

Please send only cover letter and CV to the email contact below before 5pm (Uganda Time) on January 28, 2018. CV should not be more than three pages. Please indicate the position you are applying for in the subject line. Only applications sent electronically before the deadline will be accepted. Any form of lobbying with lead to cancellation of application.

legacy@legacymanagementug.com

Send your CV, Cover-Letter and academic documents to:

 

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APPLICATION INSTRUCTIONS

How to Apply:

Please, refer to detailed job descriptions on Job Purpose, Key Result Areas, Duties/Responsible, Minimum Academic Qualifications, Skills & Experience and Age Limit by visiting the following websites: www.microhaem.co.ug ; www.aclaimafrica.com

All suitably qualified and interested applicants should send their sealed applications either hand delivered or by post to:

ACLAIM Africa Limited,

Plot M99 Nakasero Hill Lane,

P. O. Box 7202, Kampala, Uganda.

The completed applications should include a Cover Letter, Curriculum Vitae indicating 3 Referees, two of whom should have been direct supervisors and Copies of Academic Certificates.

NB: Only short listed candidates will be contacted. If you have not heard from us by the end of 14th October, 2016, please consider your application unsuccessful although it may be kept on file for future reference.

Deadline: 14th October, 2016 by 5 pm.

JOB DESCRIPTIONS AND SPECIFICATIONS OF POSITIONS

  1. FINANCE MANAGER

 

JOB TITLE

Finance Manager

DEPARTMENT

Finance

REPORTS TO

Managing Director

SUPERVISES

Accountants & Assistant Accountants

JOB PURPOSE

Reporting to the Managing Director, the Finance Manager will head and oversee all the finance functions of the Company, including Budget Development, Forecasting and Tracking, Financial Management, Control and Reporting, Ensuring Compliance with the Company’s policies, International Financial Reporting Standards and Statutory Requirements. The Finance Manager builds, maintains and supervises a strong Finance Team.

KEY RESULT AREAS (OUTPUTS)

 

  • A Company Master Budget developed,
  • Evidenced of Increased Company profitability
  • Number of financial policies introduced and operationalized
  • Improved credit/debit management system
  • Number of V4M measures introduced
  • Budget variances minimized, number causes identified, and any necessary remedial action taken.
  • Number financial operational reports produced per year
  • Income maximized, and expenses minimized
  • Compliance with statutory bodies

 

KEY DUTIES AND RESPONSIBILITIES

        Provide Leadership of the Financial Reporting function

  • Manage the Financial processes of the company
  • Contribute to the formulation and review of Finance Policies, Procedures & strategies
  • Ensure adherence to the Policies and procedures
  • Provide Timely reports
  • Review financial analysis and papers prepared on the findings
  • Implement risk management plans
  • Support the weekly cash collection at the different collection points.

    Financial and Management Reporting

    • Prepare timely and accurate financial statements and management reports (monthly and quarterly, bi annually and annually) in accordance with the Finance policy.
    • Prepare exceptional reports and papers as required from time to time
    • Ensure the integrity of the general ledger and reports generated
    • Ensure statutory statements produced in time and filed appropriately
    • Ensuring that the accounts prepared present a true and fair view and are in accordance with prevailing accounting standards

 

        General Ledger maintenance

  • Review bank, Company’s’ balance sheet reconciliations
  • Review schedules of all balance sheet ledgers
  • Review the verification, reconciliation, depreciation and amortization of fixed assets and intangibles.

 

  1. Financial Analysis
  • Review analysis done to ensure that trends, correlations and dependencies have been identified and adequately investigated.
  • Review the proposed options developed to address negative or enhance positive trends, correlations and dependencies
  • Review the cost benefit and risk assessments done on the various options available and recommended action to be taken
  • Review management papers on findings of analysis undertaken to ensure that the decision making process is adequately informed and guided.

    Budgeting and Cost Control

    • Ensure the entire budget process is properly executed and completed in time
    • Analyse and report on the performance of the entities/projects in terms of the achievement of  targets against budgets/plans
    • Manage the process of budget revisions in accordance with laid down procedures
    • Monitoring the LOE per employee on the payroll

 

       Support Internal and External Audits

  • Support regular internal and external audits
  • Follow-up on the resolution of audit queries and the implementation of  any recommendations
  • Ensure financial information and relevant schedules are prepared in the correct format and in time for the annual external audit
  • Resolution of audit queries
  • Audits started and completed within the timeframe agreed

 

      Supervision of staff

  • Ensure that staff are performing according to their job descriptions, and section work plans
  • Conduct  staff appraisals and determine training needs
  • Coach and mentor staff
  • Ensure compliance to the policies and standard operating procedures
  • Prepare a schedule of annual leave and ensure adequate job cover at all times
  • Ensures correctness of financial information leaving the department to customers and other departments.

 

PERSON SPECIFICATION

  • Proven ability to perform consultancy and training jobs
  • Good networking skills
  • Good understanding of the market – able to identify and exploit business opportunities
  • Must have a high degree of integrity, confidentiality and trust, a good work ethic and sound judgment
  • Confident, creative and innovative
  • Good team player
  • Excellent communication (oral and written) skills
  • Holds him/ herself to high standards (or drives for excellence)
  • Able to motivate staff

Age: Above 35-40 years

MINIMUM ACADEMIC QUALIFICATIONS, SKILLS & EXPERIENCE

 

  • Masters of Business Administration (MBA) and/or  ACCA accreditation
  • Minimum five (5) years of relevant work experience with at least three (3) years of work experience at a profit-making Company
  • Demonstrated experience analysing and interpreting financial data
  • Sound knowledge of accounting principles and techniques required; experience with accounting software, such as QuickBooks, is a plus
  • Strong supervisory and management skills and demonstrated experience in the supervision of finance staff
  • Demonstrated experience working independently with minimal supervision, reliably establishing priorities and meeting deadlines
  • Advanced proficiency in Word and PowerPoint to develop presentations and Excel to develop  moderately complex spreadsheets
  • Experience working with vibrant private company required; experience specifically with the regional and global supply of high quality medical and pharmaceutical products and familiarity with compliance rules and regulations strongly preferred
  • Must be willing to live up to the company values
  • Should be a good communicator, able to write and present analytical and informative reports
  • Able to carry out on job training for team members

TRAVEL REQUIREMENTS

 

  • Frequent travel to field sites is required

 

  1. HUMAN RESOURCE & ADMINISTRATION MANAGER

 

JOB TITLE

Human Resource & Administration Manager

DEPARTMENT

HR & Administration

REPORTS TO

General Manager

SUPERVISES

Front Desk Officer, Drivers, Cook, Guards, Caretakers/Guard and oversees HR issues in all departments

JOB PURPOSE

Reporting to the General Manager, the Human Resources &Admin. Manager is responsible for managing Company’s human resource function. Will be a skilled HR manager to oversee all aspects of Human Resources practices and processes; will support business needs and ensure the proper implementation of company strategy and objectives.

The incumbent will promote corporate values and enable business success through job design, recruitment, performance management, training & development, talent management, and employment cycle changes.

KEY RESULT AREAS (OUTPUTS):

  • Developed key performance
  • Developed Strategies for staff performance appraisal
  • Embraced and owned company vision, mission by staff members,
  • A well-developed strategy of application of HR procedures in the company.
  • Well-development policies on staff development.
  • A high level of ability to interact proactively with management and staff at all levels of the organisation in the resolution of HR issues.
  • Developed operational reporting tools
  • Developed policies for dispute resolution
  • Health and safety
  • Improved staff-discipline, dress code, compliance with the company rules, standards and morals.
  • Developed strategy for succession
  • Developed retirement plan

KEY DUTIES AND RESPONSIBILITIES

  1. Develop and implement HR strategies and initiatives aligned with the overall business strategy;
  2. In charge of providing HR. functional guidance to management, Heads of Department,
    Line Managers and Staff on the interpretation, application, implementation and communication of Company HR. decisions, policies procedures and actions;
  3. Providing satisfying solutions to Line Managers on HR operational issues;
  4. In charge of initiating and delivering on the execution of the various Company HR Goals and Strategies in accordance with the Company’s Business Plan;
  5. Support current and future business needs through the development, engagement, motivation and preservation of human capital;
  6. Monitor overall HR strategies, systems, tactics and procedures across the Company;
  7. Ensure HR functions are carried out as stipulated in HR policy and procedures manual;
  8. Bridge management and employee relations by addressing demands, grievances or other issues;
  9. Nurture a positive working environment;
  10. Manage the recruitment and selection process;
  11. Oversee and manage a performance appraisal system that drives high performance;
  12. Maintain pay plan and benefits program;
  13. Assess training needs to apply and monitor training programs;
  14. Draw up and manage leave
  15. In liaison with the Department heads, manage the training plan
  16. Ensure workman’s compensation and staff medical insurance up to date at all times
  17. Maintain the employee database
  18. Report to management and provide decision support through HR metrics;
  19. Ensure legal compliance.
  20. Manages High level confidentially of the workforce

PERSON SPECIFICATION

  • People oriented, likeable and results driven
  • Good problem solver and expediter, with capacity to think strategically and to operate at all management and staff levels
  • The applicant must be an honest, mature and well balanced person with integrity
  • Competence to build and effectively manage interpersonal relationships at all levels of the company
  • Age: Above 35-45 years

MINIMUM ACADEMIC QUALIFICATIONS, SKILLS & EXPERIENCE

  • Bachelor’s Degree in Social Sciences, Human Resources Management or related field, with a Master’s Degree or Postgraduate Diploma in Human Resource Management and LLB.
  • Proven working experience as HR manager
  • A minimum of five (5) years’ relevant working experience and exposure in managing HR preferably in a large operation organization or work context, at least three of which as Head or Deputy Head at management level
  • Possess good leadership and analytical skills
  • Demonstrable experience with HR metrics
  • Knowledge of HR systems and databases
  • Ability to architect strategy along with leadership skills
  • Excellent active listening, negotiation and presentation skills
  • In-depth knowledge of labor law and HR best practices
  • Computer literacy skills

 

  1. LOGISTICS & WAREHOUSE MANAGER

 

JOB TITLE         

Logistics & Ware house Manager

DEPARTMENT

Logistics

REPORTS TO   

General Manager

SUPERVISES  

Procurement officer, Logistics officer, Transport officer Ware house teams,  , Stores Keeper

JOB PURPOSE

The Logistics & Stores Manager will increase company profitability & customer satisfaction by overseeing logistics, procurement, ensure procurement of quality products from reputable sources of the company, warehouse operations in a safe, secure, efficient and cost-effective manner that complies with company policy and other applicable regulations

KEY RESULT AREAS (OUTPUTS)

  1. Effective Supervision of incoming, outgoing stocks & Inspection for conformity of specifications and damage
  2. Complete documentation and entries for Stock inward, National Drug Authority, pre-shipment and taxes applicable
  3. Improved Screening the items & forming route for transportation
  4. Improved coordination with Finance Department  and other internal end users
  5. Strengthening Pre Delivery Inspection
  6. Improved Management of Information Systems (MIS)  and Reporting
  7. Improved company supplier relationship
  8. Improved cold chain storage and management
  9. Cost effective procurement ensured.
  10. Well organized, clean, tidy and secured ware house.
  11. Improved knowledge regarding consumption trend for the company products

KEY DUTIES AND RESPONSIBILITIES

  1. Supervise and schedule warehouse and delivery staff to ensure safe and efficient operation of all warehouse functions
  2. Manage the entire warehouse operations from shipment receipts to order management, picking, and Inventory management to order fulfilment.
  3. To ensure the orders received are dispatched accurately and within specified timelines.
  4. Preparing NDR (Non Delivery Report) & RTO (Return to Origin) Report
  5. Ensure optimum capacity utilization of warehouse by designing best fit layouts of warehouse, goods/material placement, inventory movement and maintenance of the warehouse
  6. People Development through regular feedback, coaching & mentoring, identifying and facilitating training needs
  7. Ensure safe, clean and healthy working environment in compliance to statutory requirements and company policies
  8. Streamline the system and procedures for effective inventory control for ensuring ready availability of materials to meet the sales targets.
  9. Maintaining the storage space and receipt in good condition 
  10. Supervision of works in the warehouse and control of the correct implementation of processes (receipt and putting away, picking, loading, receipt and putting away of returns)
  11. Responsible for collecting orders and give the information to the accounts department for billing.
  12. Specifies the desired height of the stock and ensures the replacement of it according to the storage policy of the company.
  13. Responsible for custom, documentation and clearance.
  14. Responsible for the planning of the transportation from abroad and local.
  15. Estimation of replenishment needs of central warehouse according to the stock policy and the needs of direct customers. 
  16. Sending of the replenishment orders on a regular basis if needed and make the follow up of the order.
  17. Develop long term partnership with customers and suppliers by effective communication, strong analytical and problem solving capabilities.
  18. Timely Reporting to the MD and General Manager.
  19. Ensure safe custody of the products in the warehouse

PERSON SPECIFICATION

  • The applicant must be an honest, mature and well balanced person with integrity
  • Good at networking, sound business instincts, strong negotiation and financial analysis skills.
  • People oriented and results driven
  • Excellent communication and interpersonal skills
  • Good problem solver and expediter, with capacity to think strategically and to operate at all management and staff levels
  • Age: 35-40 years

MINIMUM ACADEMIC QUALIFICATIONS, SKILLS & EXPERIENCE

  • Bachelor’s degree in Procurement / Supply Chain Management / Logistics or business related field from a reputable academic institution.
  • Demonstrated ability to manage timely procurement and delivery of items with tight deadlines.
  • Minimum of 5 years of experience in Procurement, Supply Chain and Logistics.
  • Experience with the industry as well as local procurement policies, procedures and practices.
  • Prior experience with laboratory and Medical related procurement desirable.
  • Strong interpersonal and communication (written and spoken) skills in English as well as other international languages.
  • Proficiency in relevant computer applications: MS Word, , Excel, PowerPoint, Internet, Email, quick books, Tally software etc.
  • Ability to meet tight deadlines and successfully manage multiple assignments concurrently.
  • Ability to function independently; results-oriented; detail oriented.
  • Strong organizational and analytical skills, good attention to detail.
  • Ability to problem solve and work as part of a team

TRAVEL REQUIREMENTS

May require periodic trips to partner sites, conferences and/or off site meetings within/outside Uganda.

 

  1. FRONT DESK OFFICER

 

JOB TITLE         

Front Desk Officer

DEPARTMENT

Administration

REPORTS TO   

Human Resource & Administration Manager

SUPERVISES  

Officer Assistant, welfare Assistant, Cleaner, Office Guard, Messenger

JOB PURPOSE

We are looking for a pleasant Front Desk Officer to undertake all receptionist and clerical duties at the front desk of our main entrance. You will be the “face” of the company for all visitors and will be responsible for the first impression we make; manage the reception desk of the company and provide clerical support to the administration.

 

The ideal candidate will have a friendly and easy going personality while also being very perceptive and disciplined. You should be able to deal with complaints and give accurate information. A customer-oriented approach is essential

KEY RESULT AREAS (OUTPUTS)

 

  • Improved customer care and administrative support in order to ensure effective and efficient office operations
  • Front desk records maintained, reports prepared and submitted
  • Customer needs identified and appropriate solutions offered
  • Incoming documents and mails appropriately handled and responded
  • Safe custody and proper usage of front desk equipment ensured
  • Daily Office services properly coordinated at all times. 
  • Frontline customer services (registration, cashiering, handling appointments and enquiries) properly and appropriately delivered
  • Customers/clients, visitors and staff well received and assisted
  • Secretarial/Administration services provided to the department
  • Safe handling of company utilities, supplies and equipment/property ensured
  • Clean and safe office environment ensured

 

KEY DUTIES AND RESPONSIBILITIES

  1. Keep the reception area is tidy, attractive and welcoming to clients and visitors, and presentable with all necessary material (pens, forms, paper etc.)
  2. Perform the function of a link between front desk and the management
  3. Maintain co-ordination & good communication with other departments of the Company
  4. Handle a variety of matters including managed care, insurance, collections, operational and customer service issues
  5. Greet and welcome guests
  6. Answer questions and address complaints
  7. Facilitate/ Resolve guest problems quickly, efficiently & courteously
  8. Answer the incoming telephone calls, take and relay messages, respond to phone inquiries and make calls/and redirect them or keep messages.
  9. Receive letters, packages etc. sort out and distribute them
  10. Prepare outgoing mail by drafting correspondence, securing parcels etc
  11. Check, sort and forward emails
  12. Monitor office supplies and place orders when necessary
  13. Type, photocopy, scan and file documents appropriately
  14. Verify and take delivery of supplies, including flowers, newspapers and office supplies ensuring the accuracy of the delivery notes.
  15. Receive and direct visitors, make and confirm appointments as requested.
  16. Ensures that the notice boards are updated and well maintained with current events and staff notices.
  17. Provide support to the administration by entering data or by doing other clerical work.
  18. Keep updated records and files
  19. Monitor office expenses and costs eg stationery, utilities, consumables etc
  20. Responsible for travel arrangement schedules for employees in the company and visitors from abroad.
  21. Take up other duties as assigned from time to time

PERSON SPECIFICATION

  • Task Focused, Proactive and Disciplined with a sense of integrity
  • Smart, well-groomed and confident with a professional attitude at all times
  • Possessing a friendly, approachable personality
  • Good observation and presentation skills.
  • Understanding and knowledge of health and safety procedures
  • Good communication skills and interpersonal relations. 
  • Good disposition, cheerful and welcoming.
  • Have a professional approach to all routine tasks and displays a sense of responsibility at all times.
  • Focused on the delivery of customer service to everybody in the premises.
  • Excellent time management, interpersonal, organisational, adaptability and team building skills.
  • Excellent IT and administrative skills.
  • Ability to communicate effectively at all levels
  • Ability to work without direct supervision
  • Pays attention to detail and works with a high degree of accuracy
  • Highly organized and flexible
  • Able to multitask
  • Ability to use modern office equipment
  • Age: 25-30 years

MINIMUM ACADEMIC QUALIFICATIONS, SKILLS & EXPERIENCE

 

  • Minimum Qualification: Degree in English,  Degree in Hospitality, Business, IT, Languages, Information science, Secretarial, Administration/Management or any related subjects from a recognised institution
  • At least 3 years’ experience in a similar function; Previous clerical, secretarial or commercial work experience is essential.
  • Customer service orientation
  • Experience in a reputable business organisation is an added advantage.
  • Excellent knowledge of MS Office (especially Excel and Word), Desktop publishing, Outlook and the Internet
  • Proven experience as front desk representative, agent or relevant position
  • Familiarity with office machines (e.g. fax, printer, computer, scan etc.)
  • Knowledge of office management
  • Proficient in English (oral and written)
  • Strong communication and people skills
  • Good organizational and multi-tasking abilities
  • Problem-solving skills

 

 

  1. PERSONAL ASSISTANT TO THE MANAGING DIRECTOR

 

JOB TITLE

Personal Assistant to the MD

DEPARTMENT

Administration

REPORTS TO

Managing Director

SUPERVISES

None

JOB PURPOSE

To provide an efficient and responsive administrative, organisational, and logistical service to the MD, helping him to manage and prioritise his time. The incumbent will be responsible for providing full secretarial assistance to the management team during absences to ensure a high level of service is maintained. This position will be of key importance within the organisation and the successful candidate must have previous secretarial, administrative experience and medical background within a fast-paced customer facing environment. The incumbent will be able to demonstrate the ability to effectively plan and organise workload and the initiative to resolve issues quickly in an appropriate manner

KEY RESULTS AREAS (OUTPUTS) 

 

  • Reduced turn-around time on responses mails and appointments
  • Improved travel schedules and logistical management
  • Demonstrated organisational and planning ability
  • Demonstrated effective communication
  • Improved MD’s performance in document processing, response to requests from departmental heads,
  • Improved Records and Information Management
  • Effective and efficient diary management
  • Effective administrative processes (e.g. set up of meetings, reminders and preparation producing presentation).

KEY DUTIES AND RESPONSIBILITIES

  1. Manage and maintain the MD’s diary and email account.
  2. Filter emails, highlight urgent correspondence and print attachments.
  3. Organise inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.
  4. Respond to emails as much as possible, dealing with appointments accordingly.
  5. Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
  6. Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.
  7. Schedule on behalf of the MD meetings between him and his direct reports and the committees and groups to which he is a member.
  8. Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the MD match his requirements.
  9. Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
  10. Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in.
  11. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
  12. Prepare correspondence on behalf of the MD, including the drafting of general replies.
  13. Minute general meetings as required and complete research on behalf of the MD.
  14. Keep and retrieve files.
  15. Ensure guests meeting with the MD are well taken care of.
  16. Provide a service that is in line with the MD’s work habits and preferences.
  17. To attend supervision, training and meetings as and when required.
  18. Perform other ad-hoc tasks in line with the values of the Company that may be deemed necessary.

MINIMUM ACADEMIC QUALIFICATIONS, SKILLS & EXPERIENCE

  • Ideally educated to Degree level in the following fields Bio-Medical Lab, Nursing, BBA, and MPH.   
  • A minimum of two (2) years PA/Secretarial experience at a senior level
  • Shorthand and excellent typing skills, speed and accuracy essential
  • Good computer literacy (MS Office, Excel, PowerPoint)
  • Excellent organisational skills
  • Excellent communication skills, both verbal and written
  • Professional telephone & email manner

 

PERSON SPECIFICATION

 

  • A good deal of common sense, etiquette and ability to think
  • A good deal and observation and sense of listening
  • Proven ability to work under pressure and to tight deadlines
  • Bright, confident personality & Maintains confidentiality
  • Well presented
  • Highly personable & likeable /charming
  • Flexible and mature approach with ability to work unsupervised
  • Willing to travel
  • Age: 25-30 years